[adsw-announce] VA Gold Cup 2008 Call for Volunteers and Organizational Meeting

pbayliss@adsw.org
Sun, 10 Feb 2008 21:00:20 -0500 (EST) 

Thanks so much for your input and support to The Art Deco Society of
Washington. We certainly welcome even more input regarding this event, and
if you have friends who are also interested in an Art Deco railside tent at
the VA Gold Cup. As we start planning now, we look to have tickets
available in early March for this event.

Although VA Gold Cup's Saturday 3 May 2008 date is three months away, we
are in the process of planning for this major event, and require a number
of volunteers. We want to offer these positions to ADSW members first and
then to those subscribing to our email list.

The Breakdown of Volunteer numbers and duties are as follows:

* 25 Volunteer Drivers - Individuals who volunteer to drive will need to
  sign a document certifying that they will not consume alcohol, absolving
  the ADSW of any liability for any accidents, etc.; certifying they are
  licensed to drive with no outstanding suspensions, etc. on their license
  and their car is properly insured for the state it is registered.
  Approximately 8-10 vehicles will be needed to carry food and drink + 5
  people, thus SUVs, wagons, and land yachts are preferred. The plan is to
  reimburse these drivers $20 (day of event) off their ticket price since
  they sacrifice a few gallons of gas and some liquid joy during the Gold
  Cup.

* 8-10 Volunteers (2 vehicles worth or 2 drivers) for initial setup and
  Decorations - You will need to arrive 8-9am at the ADSW Tent ahead of
  guests who will arrive 10-11am. There is actually a Gold Cup-wide tent
  decorations competition and we may want to make a showing.

* 4-5 Volunteers for Food/Event Service - As a self-catered event,
  volunteers will need to simply put food out, tidy the table and area,
  replenish the tableware, napkins and deal with the inevitable mishaps
  which take place.

* 2-3 Bartenders - Soda and Beer will be self-serve but it's generally much
  nicer and more upscale if someone is pouring the wine and any mixed
  drinks. 2-3 people can rotate for this.

* 8-10 Volunteers for cleanup (2 vehicles worth thus 2 drivers) -
  Basically packing it up and making sure the only thing we leave behind
  are memories (actually should take those also).

Certainly there can and needs to be overlap between these jobs. The most
efficient/economical plan would be 2 car-loads of volunteers (8-10) people
to do setup, a couple hours during the event along with cleanup. These
Volunteers would in turn receive FREE entrance to the event.

There are many things to consider - Please let me know your thoughts,
questions, comments, concerns, etc. If you would like to discuss these
issues further please join in an organizational meeting:

Tues. 12 Feb - Following the ADSW Vitaphone Movie Shorts at 7pm
http://www.adsw.org/event/current.html
Charles Sumner School
1201 Seventeenth St., NW
Washington, DC

Please let me know if you plan on attending and/or if you would like to
volunteer even if you can not make this first organizational meeting on 12
February.  Apologies for the short notice regarding this meeting but I
wanted to utilize this opportunity to at least meet people and put some
faces with names if possible along with planning....

Thanks so much,

Patrick
Cell 571-201-4675 (good most times)
Home 703-971-0021 
pbayliss@adsw.org
For more information about the Art Deco Society of Washington,
visit www.adsw.org.

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